Clinic Operation Manager

7 months ago

Kuala Lumpur, Malaysia IFloss Dental Full time

Clinic Operational Manager

**Position**:Clinic Operational Manager

**Reports To**:Clinic Director

**Job Overview**:
**Key Responsibilities**:
**Operational Management**:

- Oversee daily operations of all three clinic branches to ensure efficiency and effectiveness.
- Coordinate with different departments to streamline processes and improve patient care.
- Manage and resolve operational issues promptly.

**Performance Data Coordination**:

- Distribute performance surveys and feedback forms to employees, peers, supervisors, and relevant stakeholders across all branches.
- Collect and compile performance data from various sources.
- Maintain detailed and organized records of employee performance, attendance, and leave management.
- Assist in generating performance reports and summaries for review by HR and management.

**Key Metrics Measurement**:

- Identify and track key performance indicators (KPIs) that drive clinic optimization and success.
- Analyze data to identify trends, inefficiencies, and areas for improvement.
- Provide regular reports on key metrics to the Clinic Director and management team.

**Standard Operating Procedures (SOPs)**:

- Compile and create comprehensive SOPs for all operational processes within each clinic branch.
- Ensure SOPs are up-to-date and reflect current best practices.
- Train staff on SOPs and monitor adherence to ensure consistency and quality in operations.

**Administrative Support**:

- Assist in scheduling peer reviews, performance meetings, and training sessions.
- Provide administrative support to the HR department and clinic management.
- Facilitate communication between departments to ensure smooth data collection processes.

**Quality Assurance**:

- Ensure compliance with clinic policies and procedures.
- Maintain high standards of clinic cleanliness and hygiene.
- Monitor and ensure the quality of patient care and services.

**Team Coordination**:

- Support HR in the onboarding process and ensure new hires understand operational procedures and performance expectations.
- Coordinate training and development activities for clinic staff.
- Foster a positive and productive work environment.

**Financial Management**:

- Assist in budget planning and cost management for all three branches.
- Monitor inventory levels and ensure timely reordering of supplies.

**Confidentiality and Compliance**:

- Handle all performance-related data with the highest level of confidentiality.
- Ensure compliance with company policies and data protection regulations.

**Qualifications**:

- **Education**:

- Bachelor’s degree in Business Administration, Healthcare Management, Operations Management, or a related field.
- **Experience**:

- Previous experience in operations management, healthcare administration, or a similar role.
- Experience in managing multiple locations.
- Experience in compiling and creating SOPs.
- Familiarity with performance management systems and tools.
- Proficiency in data analysis and metric tracking.

**Skills**:

- Strong leadership and organizational skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
- Excellent attention to detail and accuracy.
- Good communication and interpersonal skills.
- Ability to handle confidential information with discretion.
- Financial acumen and budget management skills.
- Knowledge of SOP development and implementation.
- Data analysis and KPI measurement skills.

**Key Competencies**:

- Leadership: Ability to lead and motivate a team to achieve operational excellence.
- Organizational Skills: Capability to manage multiple tasks and maintain detailed records.
- Analytical Thinking: Proficiency in analyzing data to make informed operational decisions.
- Problem-Solving: Ability to address and resolve operational issues efficiently.
- Attention to Detail: Meticulous in recording and managing data to ensure accuracy.
- SOP Management: Skilled in creating, updating, and training staff on SOPs.
- Metric Measurement: Expertise in identifying, tracking, and reporting key performance indicators.

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